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Trips, tiers & departures

A trip is built once and sold twice over: as scheduled group departures, and as private trips on the customer's own dates. This page covers both. Trips live under Catalog → Trips; the dated instances live under Sales → Departures.

The four words worth learning

  • A trip is the template — the itinerary, the destinations, the content and the pricing rules for, say, a 10-day trip to Japan. You don't sell a trip directly.
  • A tier is a version of that trip for groups: Standard and Premium, each with its own inclusions and price. A tier has no dates.
  • A departure is one dated, capacity-limited run of a tier. This is what a group customer books onto.
  • A private trip is the same trip sold on dates the customer chooses, priced per quote, with no shared capacity.

Building a trip

Open a trip and you get four tabs: Trip Settings, Itinerary, Pricing and Group tiers. Nothing saves until you press Save changes.

Trip Settings splits again into Basic info, Content, Package & Flights and SEO. Package & Flights is where you say what the package covers, under What's included in the package, and set the Flight options — labels and airports you commonly fly from. Actual flight dates and legs belong to each departure, not here. For the SEO sub-tab, see Languages & SEO.

The itinerary

The Itinerary tab shows Trip composition — the day-by-day plan.

  1. Press Add block anywhere in the timeline, or Add block at end to append.
  2. Pick what you're adding: a day, an accommodation, an activity, transport, a meal.
  3. Click a day row to expand it and write the day description and set its inclusion checklist.

Use Expand all and Collapse all to move around a long itinerary, and the Only edited days filter to see just what you've touched.

Each item on a day is marked as included, optional or removed. Included items are part of the price. Optional items are add-ons a customer can choose and pay for. This distinction drives everything downstream — see Pricing & margin.

Accommodations, activities and reusable itinerary blocks are managed under Catalog, so a hotel you set up once can appear on every trip that uses it.

Group tiers

The Group tiers tab is where a trip becomes sellable to groups. Each tier has its own Basic info, Content, Composition and Pricing.

Tier pricing carries Base Price, Margin (%), Deposit %, Early Bird Discount %, a full-payment threshold in days, and Min travellers and Max travellers. The maximum is what later fills a departure's capacity, so set it to the group size you actually want to run.

Scheduling departures

Sales → Departures lists everything by trip, showing each departure's tier, status, dates and how many spots are taken.

  1. Press New departure.
  2. Pick the Trip and the Group Tier.
  3. Set the Departure Date and Return Date.
  4. Set the Status, and optionally an Early Bird Deadline with its discount percentage and a Tour Leader.
  5. Save.

Capacity isn't typed here — it comes from the tier's maximum travellers. If you want a smaller group, that's a tier setting, not a departure setting.

A departure moves through Draft, Open, Confirmed, Closing soon, Full, Closed and Cancelled. Only what you've opened is bookable on your site. Use the search box and the status filter to work through a long list, and Show past when you need history.

Seats look after themselves: a booking takes them, cancelling gives them back, and restoring a cancelled booking takes them again. If a count ever looks wrong, Recompute seats rebuilds it from the actual bookings.

Private trips

For a customer who wants their own dates, you don't create a departure at all. You build the quote from the same trip in the proposal builder, adjusting days, hotels and extras for them — see Sending a proposal.

What's next

Still stuck? Contact us.